imt provider intro guide -...

INTEGRATED MONITORING TOOL PROVIDER USER GUIDE:

IMT Integrated Monitoring Tool

Department of Human Services Allegheny County, Pennsylvania

Integrated Monitoring Tool

IMT TABLE OF CONTENTS

Introduction ................................................................ 1 What is the IMT application? .............................................................................................................. 1 How will I use the IMT application? ................................................................................................. 1

Navigation & Common Screen Elements ..................... 2 Logging in to IMT .................................................................................................................................... 2 Navigation .................................................................................................................................................. 3 Common Screen Elements .................................................................................................................. 6 Logging Out of IMT ................................................................................................................................. 8

IMT Application Assistance ......................................... 8

General Information Screen ........................................ 9

Documents Screen .................................................... 11 Uploading a Document .................................................................................................................... 14

Visit Details Screen ................................................... 18

Monitor Information Screen ...................................... 20

Document Categories and File Names ....................... 21



7/1/2018 IMT Provider User Guide – Introduction Page 1 of 22

IMT Introduction What is the IMT application? The Integrated Monitoring Tool is designed to provide one central repository for Monitoring related documentation. This is intended to help streamline the Monitoring Visitation process and reduce duplication in gathering and producing documentation.

How will I use the IMT application? Providers will be able to keep track of scheduled Monitoring Visits through the IMT application. IMT allows Providers and Monitors to upload commonly requested documents for both to access; thereby helping to reduce multiple requests for a specific document. Providers will also be able to upload supporting documentation for an upcoming scheduled Visit or a completed one. Documents can be categorized into four main groups: Administration and Personnel, Policy and Procedure, Service Delivery, and Monitoring. Additionally, the IMT application displays the contact information for Monitors with recent or upcoming visits.



7/1/2018 IMT Provider User Guide – Navigation & Common Screen Elements Page 2 of 22

IMT Navigation & Common Screen Elements Logging in to IMT

Navigate to the Integrated Monitoring Tool using Microsoft Internet Explorer

or Google Chrome . (IMT is NOT compatible with Microsoft’s Edge browser.)

https://imt.county.allegheny.pa.us

Log in by entering your User ID and Password. Your user credentials are assigned by the Department of Human Services Service Desk and will start with an X.

The Password Self-Service link will take you to Portal Guard to reset your

password if it has expired or if you have forgotten it.

Click the button to enter the application.

Log In




IMT Navigation

Navigation Tabs

These tabs will always be at the top of the screen and can be used to navigate between screens. A tab will turn blue to indicate what screen you are on:

Provider and Facilities The name of your agency will be displayed above the Navigation Tabs. You can choose a specific facility from the Facility Name drop-down. When a specific facility is

selected the information displayed on the screen will be filtered down to include only information for the selected facility.




IMT Panes

Panes are smaller windows within the larger screen that is being viewed.

User Menu

This menu will display the name of the user who is logged-in and can be used to log out of the application.

Click on the down arrow [ ] to the right of your name to open the User Menu:

Shortcuts and Links

Throughout the application there will be shortcuts and links that will allow you to navigate through

the application or perform actions. Your cursor will turn into a hand [ ] when hovering over a link or shortcut. Some examples include: File Name links that, when clicked, will open the document file for

viewing.

The Upload Visit Documents Icon [ ] and the Visit Documents Icon [ ] are both found in the Visit Details grid. Clicking on these icons will open the Upload Document pop-up and the Visit Documents pop-up.




IMT Grids & Lists

Filters: Grids with filter radio buttons can be narrowed down to the selected categories.

Headers: These identify what type of information can be found in the grid columns.

Sort Indicator: [ ] This indicates what direction the Header in the grid is currently sorted in to. To sort the grid or list on a specific Header, click on that Header’s text. The sort indicator will point

upward [ ] for ascending order or downward [ ] for descending order.

Hyperlinks: Hyperlinks within the grid will open the item in the grid. For example, clicking on the Test Upload.pptx hyperlink will open the document with the File Name of “Test Upload.pptx”.

Pagination: Longer grids or lists will be separated into pages. These pages can be navigated by using the First Previous 1 2 3 4 Next Last links to the bottom-right of the grid. To the bottom-left of the grid is a drop-down option, Show 10 entries, that allows users to change the number of grid entries displayed per page.

Search: These search fields can filter the grid down to any grid item containing all or part of a word, date, or number. The filter will only apply to text and numbers that are contained within the grid itself. For

example: Typing “Provider” will filter to display all documents uploaded by a Provider.

This search also accepts partial entries. For example, typing “Test” will filter to display documents with the word Test in the file name such as Test File.jpg and Test Upload.pptx.

To clear the search results, click the X that appears to the right inside the search field or delete the search terms.




IMT Common Screen Elements

Fields & Drop-downs

Fields A field is an area where data has been or can be entered. White fields can be edited. (Example: Description) Greyed out fields cannot be edited. (Example: Uploaded By)

If you move your mouse over a greyed-out field the read-only symbol [ ] will appear.

Drop-downs A drop down is a list of options that items can be selected from. White drop-downs can be edited. (Example: Facility Name) Greyed out drop-downs cannot be edited.

If you move your mouse over a greyed out drop-down the read-only symbol [ ] will appear.

Radio Buttons & Checkboxes Radio buttons and checkboxes can be selected by clicking in the circle or box.

Radio buttons are round and can be used to filter a list.

Checkboxes are square and can be clicked to select an action such as restricting a document.




IMT Buttons

Buttons can indicate actions that can be taken, for example: Buttons can open pop-up windows, for example:

Dark blue buttons are active and clickable. Light blue buttons are inactive and cannot be clicked, for example:

Mandatory Fields

Mandatory fields are marked with a red asterisk *. Mandatory fields must be filled out in order to complete a pop-up or action.

Restricted Documents Restricted Documents are marked with a red asterisk on either side of the file name.

For Example: *File_Name.pdf* Only users with Restricted Access will be able to view all restricted files. A user without Restricted

Access will be able to view a Restricted Document only if they were the user who uploaded that particular file.

Date Fields

You can enter a date by typing the date into the field using the 2-digit month/2-digit day/4-digit year format or by clicking on the date field and clicking the date from the calendar that opens.

Use the arrows to either side of the month to change the calendar month.

Save

Add Document

Add Document



7/1/2018 IMT Provider User Guide – IMT Application Assistance Page 8 of 22

IMT Logging Out of IMT After 50 minutes of inactivity in the application, you will be logged out and any unsaved information will

be lost. Any action that causes the screen to refresh will reset the time-out clock. For example, these actions

could be saving a file or navigating to a different tab. If you are close to being logged out you will receive a pop-up message warning you that your session

is about to expire.

While IMT has a time-out length of 50 minutes, Internet Explorer or Chrome may close your session sooner depending on the browser version you are using.

To log out, click the User Menu in the upper-right corner of the screen and select “Logout”.

IMT Application Assistance For assistance, please contact your Application Specialists first: By email: [email protected]

This and other resources can be found at:

http://s3.amazonaws.com/dhs-application-support/index.htm Contacting the Allegheny County Service Desk: By email: [email protected] By phone: 412-350-HELP (4 3 5 7), select option 2 for DHS.

To access iService go to: https://ServiceDesk.AlleghenyCounty.US

mailto:[email protected]

http://s3.amazonaws.com/dhs-application-support/index.htm


https://servicedesk.alleghenycounty.us/



7/1/2018 IMT Provider User Guide – General Information Screen Page 9 of 22

IMT General Information Screen

This is the first screen displayed when logging in to the IMT application. This screen contains basic information regarding your Provider Agency. All information on this screen is read-only. Changes to this information can only be made in the MPER application.

Click on the tab to bring the General Information screen into focus.

The tab will turn blue to show that it has been selected:

1. General Information: This panel displays the Provider Name and Provider Number (MPER ID) of the logged-in user.

2. Address(es): This panel displays the primary address listed in MPER for the Provider. a. If a Facility Name has not been selected at the top of the screen a …records available link

will appear. Clicking on this link will open the All Facility Records pop-up.

Navigation

General Information

General Information

Reviewing the General Information screen



7/1/2018 IMT Provider User Guide – General Information Screen Page 10 of 22

IMT b. The All Facility Records pop-up displays the addresses and MPER Facility IDs for all of the

Provider’s facilities.

Clicking on the grey X in the top-right corner of the pop-up will close the pop-up.

3. MPER Contact: This panel contains the Name, Phone Number, and Email of the individual(s) listed in MPER as the Provider Agency’s MPER Contact(s).

4. Other Info: This panel does not currently contain any information. In the future additional information for the Provider may be displayed here.

NOTE: All information on this screen is read-only; this information can only be changed in the MPER application. If any of this information is incorrect contact the person in your agency who is responsible for updating your agency’s MPER information.



7/1/2018 IMT Provider User Guide – Documents Screen Page 11 of 22

IMT Documents Screen

Documents can be uploaded and accessed on the Documents or Visit Details screens. Only Documents uploaded through the Visit Details screen will be associated to a specific Visit.

Click on the tab to bring the Documents screen into focus.


Documents

Navigation

eDocuments

eDocuments

IMPORTANT NOTE: Documents should not be stored on/saved to personal or public computers as this may be a violation of HIPPA Regulations.




IMT

1. pane: These filter criteria can be used singularly or in combination to filter the results down to the desired Document(s). Enter all of the applicable criteria.

a. Document Type: Select a type of Document from the drop-down to filter by that criteria.

b. Document Subtype: Select a subtype from the drop-down. The Document Type must be selected first before this drop-down will display the applicable subtypes.

c. Visit Start Date and Visit End Date: Entering a date range allows the grid to be filtered down to a specific time period for documents that are attached to a Visit.

d. Program Office: Select a Program Office from the drop-down to filter by that criteria.

e. Document By: Select “DHS User” or “Provider” from the drop-down to filter by that criteria.

f. Visit Status: Select a specific status to filter the results by.

2. Clicking will display all of the applicable Documents in the pane.

3. Clicking will clear out all of the entered filter criteria.

Filtering and Accessing Documents

Filter Documents

Search Results

Clear




IMT 4. pane:

a. Active/All Documents: By default, only active documents will be displayed in the Results. To display both active and archived documents, select the All radio button.

i. Documents with a Document Date prior to the current calendar year will be automatically archived if they are one of the following subtypes:

Board Minutes, Certified Audit, Sanctions and Exclusions, Monitoring Engagement Letter, Monitoring Results/Follow Up Letter, Blank Monitoring Tool Template, Monitoring Tool, Corrective Action Plan, or Signed Monitoring Engagement Form.

ii. Documents associated with a specific Visit will not be archived.

b. Search: This field can be used to filter the Results grid down further by entering all or part of a word, date, or number.

c. File Name: Clicking on the File Name will open the Document. If the Document is *Restricted*, only users with specific access to that Document will be able to open it.

5. Clicking will open the Upload Document pop-up.

Results

Add Document




IMT

Uploading a Document

1. Click to locate the desired file. The Choose File to Upload dialog box will then open:

2. Navigate to the desired file and click on the file to select it.

a. Click to choose the selected file for upload.

b. Clicking will close the Choose File to Upload dialog box without selecting a file.

Browse

Open

Cancel




IMT 3. Completing the Upload Document pop-up:

a. Upload Date and Uploaded By: These fields are read-only and default to the date that the file was uploaded and the name of the logged-in user.

b. Provider: This field is read-only and shows the logged-in user’s Provider name. Facility Name: If applicable, select the name of the facility from the drop-down. This drop-down will display the facilities associated with the selected provider. Program Office: If applicable, select the Program Office from the drop-down.

c. File Name: The name of the selected file will be displayed automatically in this field.

d. Description: Enter a brief description of the file that is being uploaded.

e. Document Type and Document Subtype: Select the type of Document from the drop-down. The subtype options will update based on the Document Type selected. Select the Document Subtype from that drop-down.

f. Document Date: Enter the applicable date for the Document. For example: If a letter was sent to the provider on 03/01/2018 that date could be used as the Document Date.

NOTE: If the Document is uploaded on the Visit Details screen the Facility and Program Office information will be entered automatically based on the information entered by the Contract Monitor for that specific Visit.




IMT g. Restricted Document: If access to this Document should be restricted check the Restricted

Document checkbox. For more information on when to use this checkbox and who can access

restricted Documents, hover the cursor over the Information Icon [ ].

Restricted Documents will be identified with a red asterisk on each side. Example: * File Name *

h. Deleting a file: To remove a file from the Upload Document pop-up, click the Delete Icon [ ] below the Document Subtype drop-down. A Confirm Delete pop-up will appear:

Clicking will remove the file.

Clicking will cancel the action and the file will not be removed.

Description of Restricted Document

Use: This feature allows users to restrict Documents, as determined necessary by the provider, that contain personal identifying or other privileged agency information. Access: Documents that are marked as "Restricted Document" will only be viewable to the user who uploaded them, users in the agency who have been assigned restricted Document viewing privileges, and applicable DHS users. All IMT provider users will see basic restricted Document details, such as Name, Description, etc. Examples: Examples of possible restricted Documents, not limited to and at the discretion of the provider, include: Corrective Action Plans, Board Minutes, job descriptions/qualifications. Please note: Restricted Document viewing privileges have been assigned based on the direction of leadership at each agency.

Yes

No

NOTE: Users cannot delete files after the Upload Document pop-up has been saved.




IMT i. , , and :

1. Users can upload up to 6 Documents at a time in the Upload Document pop-up. To add

more documents, click . The Upload Document pop-up will expand with additional document slots:

2. Repeat the upload process for each additional Document. Then click to save all of the uploaded files.

3. Clicking will close the pop-up without saving any of the uploaded files.

Add Additional Docs Save Close

Add Additional Docs

Save

Close



7/1/2018 IMT Provider User Guide – Visit Details Screen Page 18 of 22

IMT Visit Details Screen

This screen displays scheduled or completed Monitor Visits. Users can also view or add documents to these visits.

Click on the tab to bring the Visit Details screen into focus.


1. Visit Start Date and Visit End Date: Entering a date range allows the grid to be filtered down to a specific time period.

a. Click to filter the grid.

b. Selecting a specific facility from the Facility Name drop-down at the top of the screen will automatically filter the grid to display only the Visits for the selected facility.

2. Search: This field can be used to filter the Visit Details grid down further by entering all or part of a

word, date, or number.

Navigation

Visit Details

Visit Details

Reviewing the Visit Details screen

Search



7/1/2018 IMT Provider User Guide – Visit Details Screen Page 19 of 22

IMT 3. Uploading Documents associated to a specific Visit:

a. Locate the desired Visit and click the Upload Visit Documents icon [ ] on that Visit’s line in the grid. This will open the Upload Document pop-up.

b. Note that the Facility Name and Program Office will become read-only fields containing the Facility Name and/or Program Office that the Contract Monitor entered when the Visit was documented.

c. Complete the Upload Document pop-up to attach your Document(s) to the selected Visit. (See Page 14 of this guide for detailed instructions.)

4. Viewing Documents associated to a specific Visit:

a. Locate the desired Visit and click the Visit Documents icon [ ] on that Visit’s line in the grid. This will open the Visit Documents pop-up.

b. Clicking on the File Name of the desired Document in the Visit Documents grid will open the Document. Reminder: Restricted Documents will be identified with a red asterisk on each side. For example: * File Name *

c. Click to close the pop-up.

Close

IMPORTANT NOTE: Documents should not be stored on/saved to personal or public computers as this may be a violation of HIPPA Regulations.



7/1/2018 IMT Provider User Guide – Monitor Information Screen Page 20 of 22

IMT Monitor Information Screen

This screen displays the name and email address of Contract Monitors who have scheduled upcoming Visits or recently completed Visits with the Provider. The most recent visit date and the DHS Office are also included.

Click on the tab to bring the Monitor Information screen into focus.


1. Facility Name: Selecting a specific facility from the Facility Name drop-down at the top of the screen will automatically filter the grid to display only the Monitors with Visits to the selected facility.

2. Search: This field can be used to filter the Contract Monitor’s Information grid down further by entering all or part of a word, date, or number.

3. Email Address: This column displays the work email address(es) for the Monitor(s) listed in the grid.

For assistance, please contact your Application Specialists first at: [email protected] The Allegheny County Service Desk at [email protected] or call 412‐350-HELP (4 3 5 7). Select Option 2 for the DHS Service Desk. To access iService, go to: https://servicedesk.alleghenycounty.us This and other Job Aids can be found at: http://s3.amazonaws.com/dhs-application-support/index.htm

Navigation

Monitor Information

Monitor Information

Reviewing the Contract Monitor’s Information screen

For more information…



https://servicedesk.alleghenycounty.us/

http://s3.amazonaws.com/dhs-application-support/index.htm



7/1/2018 IMT Provider User Guide – Document Categories and File Names Page 21 of 22

IMT Document Categories and File Names

Below are document definitions for upload into the Integrated Monitoring Tool (IMT). The types of documents to be uploaded into IMT were selected through a review of monitoring practices across DHS and the identification of common documents. If there are documents pertinent to monitoring that are not included in the below categories, please email the category to [email protected] DHS will keep record of recommendations and add options to the system when appropriate and allowable. An “Other” category was not included because it can lead to poor organization and duplication.

Administration and Personnel

Board Minutes: An agencies board meeting minutes guide financial and organizational goals

and provide a description of key discussion points. Certified Audit: Required to be completed annually by organizations under certain funding

and service categories. Fire safety documentation: Documentation reporting fire safety, signage, training, drills.

Typically associated with residential facilities. Job Description/qualification: Description of job requirements and duties of a specific job

position, including outlining required qualifications to hold the position. Letter(s) of Agreement: A letter outlining an agreement to provide/receive goods and

services. Mission and Values: Outlines the aims and goals of the organization. Training Curriculum(s): An overview of the training content provided to employees

discharging services. Licensure and Accreditation: Authorization by a licensing/regulatory body for an

agency/program to provide services in a defined area.

Policy and Procedure

Confidentiality Policy/statement: Outlines an agencies policy to protect consumer/agency information from disclosure to non-authorized parties.

Conflict of Interest Policy/procedure(s): Outlines an agencies policy of disclosing, documenting and handling conflict of interests.

Consumer Grievance Policy/procedure(s): Outlines how an agency handles and responds to consumer appeals and complaints.

Intake/termination policy/procedure(s): Intake policy and procedures outlines how an agency handles, prioritizes and

assigns consumer intake. Termination policy outlines termination of services to those absent and non-

compliant with services.

Document Categories and Definitions




7/1/2018 IMT Provider User Guide – Document Categories and File Names Page 22 of 22

IMT Emergency disaster/continuation of operation plans: Outlines how an agency will

prepare and respond to emergent situations and continue to provide services in an emergent situation.

Fraud, Waste and Abuse Policy/procedure(s): Outlines how an agency identifies, handles and eliminates fraud, waste and abuse of public funds and resources.

Quality Assurance Policy/procedure(s): Outlines how an agency will ensure quality service delivery and billing services.

Monitoring

Monitoring Notification Letter: Letter from the Department of Human Services (DHS)

program office scheduling a monitoring visit. Monitoring Results/Follow-up Letter: Letter from the Department of Human Services (DHS)

reporting the outcome of a visit and any required next steps. Blank Monitoring Tool Template: A blank monitoring tool that will be used during monitoring

to assess the provider. Alternatively, a list of requirements and benchmarks against which the provider will be evaluated.

Completed Monitoring Tool: The completed monitoring tool used at the monitoring visit to assess the provider’s performance.

Corrective Action Plan: Provider plan to correct deficiencies identified from a monitoring visit.

Signed Monitoring Engagement Form: Form identifying a monitoring visit has been conducted, including a monitoring visit debrief.

Saving a Document: When saving a document, you should include the Provider Agency Name and Document type at minimum. When the document is specific to a service area, location or time range, those details should be included as well. Examples are below, the format is not required, the important thing is to label them:

Acme_Board Minutes_2017: This document name would be used for saving a PDF of Acme’s board minutes from 2017.

Acme_Quality Assurance Policy: This document name would be used for Acme’s Quality Assurance Policy.

Acme-Monitoring Notification Letter-After School 1.15.17: This document name would identify the notification letter for a visit to an Acme after school program on January 15th, 2017.

Documents like this, specific to a visit should be attached to that visit Description: Additional details about the scope of the document if it is not clear based on the

file name and type. For example, when uploading job descriptions, the file name may be “Acme Job Descriptions 2017” and the description could be “Service Coordinator, Program lead, and Education Liaison job descriptions”.

Document Date: This is the date the document was finalized, or the closest estimation. For example, when uploaded the completed monitoring tool from a visit, the date would probably be the date the final results were approved and sent to the agency.

Naming Files for Upload